ECAS APPRAISAL DATA SUBMISSION PROCESS: Quick Reference Sheet

Transcription

1 ECAS APPRAISAL DATA SUBMISSION PROCESS: Quick Reference Sheet LICENSEE STEPS Page 2 DISTRICT USER STEPS Page 3 REGIONAL USER STEPS Page 4 BCTS USER STEPS Pages 5-6 TIPS ON USING HELP Pages 7-8 This document is intended as a quick overview of business steps. If you need more detailed assistance, please follow these ordered steps: 1. Search the online help file for the answer you need. Refer to the Tips at the back of this document for guidance. Follow the 3-minute rule: If it takes longer than 3 minutes to find what you need in Help, pick up the phone -- but not before! 2. If you know you have a procedural question, please take a few minutes to consult the appropriate procedures manuals using the following URLs: INTERIOR = COAST = or the ECAS project website at: 3. Contact your local regional or district appraisal person for guidance on using the system. FORHVAP.ECASHELP@gems3.gov.bc.ca Phone: In Victoria: ; Outside of Victoria: or toll free Fax: Contact the ECAS Project Manager, Sabina Ghazarian: Sabina.Ghazarian@gems7.gov.bc.ca Phone:

2 Basic Steps in the Coast and Interior Submission Process 1. Log on to To log on to ECAS enter the following URL in your Browser s address line: If you ve logged on successfully, you ll see the Welcome screen of ECAS with three tabs at the top: Inbox, Submissions, Administration. ECAS Licensee ECAS View Only ECAS RPF/RFT First Steps for all New Users 2. Add a new ADS in You can use your own in-house technology to create the ADS and then transfer it to ECAS (XML upload) or you can create it within ECAS itself (direct entry). You must complete the Reference Information screen first because: data entered here is required elsewhere in the ADS. when you save this screen, the system creates a unique identification number for your ADS; if you don t do this, you could lose information entered in other screens. ECAS Licensee ECAS RPF/RFT Add a New ADS XML Upload: Add an ADS Created on My Own System Enter a Coast ADS Directly into ECAS Enter an Interior ADS Directly into ECAS Complete all screens that apply to your ADS. 3. Complete the Attachments Screen Every ADS must include supporting documentation. Click the Attachments tab to display the Attachments screen, where you may attach documents individually or in.zip file format. ECAS Licensee ECAS RPF/RFT Add an Attachment to a Coast ADS Add an Attachment to an Interior ADS FOR COAST: At a minimum, the two following documents must be attached: Appraisal map Cruise Compilation information as per Cruising Manual. FOR INTERIOR: At a minimum, the three following documents must be attached: Appraisal map Detailed cycle time calculation One of either the Cruise Compilation or Comparative Cruise information as per Cruising Manual. 4. the ADS Once you have attached all required documentation, and included any necessary comments, click the Acknowledgements tab to complete the submit process. ECAS RPF/RFT an ADS Recall an ADS ted to the Ministry When you save this screen, the data is validated by the system. An is sent to you to confirm whether or not the submission passed the validation process. 2

3 Basic Steps in the Ministry Review Process (District) 1. Log on to 2. Receive and review the ADS 3. Document the results of your review District Steps To log on to ECAS enter the following URL in your Browser s address line: If you ve logged on successfully, you ll see the Welcome screen of ECAS with three tabs at the top: Inbox, Submissions, Administration. When a submission is successful, it arrives in your Inbox. You need to check the Rcvd box and then, at the bottom of the page, click Mark File as Received. You open the ADS using the Details button and use the tabs at the top to move through the pages of the submission. COAST ONLY: Make sure to add your cruise analysis and tenure attachments. Once you have reviewed the ADS, you must navigate to the Control screen of the ADS and document the results of your review. You may: Send the ADS to the Region, indicating that you are accepting the submission as complete on behalf of the District Manager and you are sending the ADS to the Region for review. Request Clarification, indicating that the submission is not complete or ready to transfer. In effect, you are asking the licensee to clarify the submission in areas where you have questions or comments, or require additional information. Send the ADS to the Region with Issue, which causes the ADS to be directed to the appropriate Regional Officer, indicating that you still have some issues requiring a Regional determination. Recall the ADS from the Licensee/ RPF/RFT. If in DCL status, District can recall back to Receive status. NOTES: You can correct the Appraisal Effective Date (CP document signed date) and Appraisal Expiry Dates during your review. Prior to sending appraisal to Region, the timber mark must exist in FTA, otherwise, the ADS will not go through. ECAS District ECAS View Only ECAS District ECAS District First Steps for all New Users Search for an ADS Understanding the Inbox DISTRICT: Receive and Review an ADS DISTRICT: Send an ADS to the Region DISTRICT: Request Clarification from the Licensee DISTRICT: Send an ADS to the Region with Issue 3

4 Basic Steps in the Ministry Review Process (Region) Regional Steps 1. Log on to To log on to ECAS enter the following URL in your Browser s address line: If you ve logged on successfully, you ll see the Welcome screen of ECAS with three tabs at the top: Inbox, Submissions, Administration. ECAS Region ECAS View Only First Steps for all New Users 2. Respond to the ADS sent by the District When a district reviewer has indicated in ECAS that he has either accepted an ADS or sent it to the Region for review, you will receive an indicating that a submission is in your Inbox. ECAS Region Understanding the Inbox Respond to an ADS from the District COAST ONLY must complete the Grade % (ECAS 44) screen. 3. Document the results of your review Once you have reviewed the ADS, you must navigate to the Control screen of the ADS and document the results of your review. You may: Transfer to GAS, indicating that you are accepting the submission as complete. If you transfer the submission, it is automatically sent to the General Appraisal System (GAS). ECAS Region REGION: Transfer an ADS from the District to GAS REGION: Request Clarification from the Licensee REGION: Return an ADS Return the ADS to the District, which causes the ADS to be directed back to the District for their attention. Request clarification, indicating that the submission is not complete or ready to transfer. In effect, you are asking the licensee to clarify the submission in areas where you have questions or comments, or require additional information. Recall the ADS from the Licensee/RPF/RFT. If in CLR status, Region can recall it back to Send to Region with Issue status. 4

5 Basic Steps in the BCTS Submission Process To fully process a BCTS Appraisal Data Submission (ADS), two submissions, or passes for the same submission are required in ECAS: Pass What Happens in ECAS Timing Online Help Topic 1 On your first pass, you will have created an ADS the same way as all other licensees, outlined below. First pass information is used by the Region to calculate your Upset Rate in GAS. PRIOR TO the sale of timber Complete the First Pass 2 On your second pass, you are updating an existing submission with the sale specific information such as sale date, term, bonus bid(s), rate adjustment method, and request statements (if applicable). AFTER the sale of timber Complete the Second Pass First Pass Steps 1. Log on to 2. Add a new ADS in To log on to ECAS enter the following URL in your Browser s address line: If you ve logged on successfully, you ll see the Welcome screen of ECAS with three tabs at the top: Inbox, Submissions, Administration. You can use your own in-house technology to create the ADS and then transfer it to ECAS (XML upload) or you can create it within ECAS itself (direct entry). You must complete the Reference Information screen first because data entered here is required elsewhere in the ADS. Complete all screens that apply to your ADS. ECAS View Only First Steps for all New Users Overview (BCTS) Add a New ADS XML Upload: Add an ADS Created on My Own System Enter a Coast ADS Directly into ECAS Enter an Interior ADS Directly into ECAS 6

6 Basic Steps in the BCTS Submission Process 3. Complete the Attachments Screen Every ADS must include supporting documentation. Click the Attachments tab to display the Attachments screen, where you may attach documents individually or in.zip file format. Add an Attachment to a Coast ADS Add an Attachment to an Interior ADS FOR COAST: At a minimum, the two following documents must be attached: Appraisal map the Cruise Compilation as per Cruising Manual. FOR INTERIOR: At a minimum, the three following documents must be attached: Appraisal map Detailed cycle time calculation One of either the Cruise Compilation or Comparative Cruise information as per Cruising Manual. FOR BCTS: The BCTS FS 574 form must be attached. 4. the ADS Once you have attached all required documentation, click the Acknowledgements tab to complete the submit process. When you save this screen, the data is validated by the system. An is sent to you to confirm whether or not the submission passed the validation process. an ADS Recall an ADS ted to the Ministry Second Pass Steps 1. Use the Acknowledgements screen to change the status of the ADS, indicating that this ADS is ready for the second pass. 2. Fill in the BC Timber Sales screen with sale details. 3. Use the Attachments screen to indicate that you have included the required attachments. 4. Return to the Acknowledgements screen to re-submit the ADS so that GAS can be updated with the sales details. 6

7 Tips on Using Online Help Once you've logged on to ECAS, you can access online help from any screen by clicking right of your computer screen. (Okay, we know it's hard to find -- we're working on it!). at the top When you click, one of two things will happen, depending on where you are: If you are on the Welcome screen of ECAS, the welcome page of ECAS help displays, including a table of contents (at left) from which you may select. If you are on any other ECAS screen, the help page for that particular screen displays, providing detailed information on each field of data. Click on the specific field for details. These help pages also provide other useful hints such as general information on how the screen is used, and links to related help topics. Searching for Help on a Specific Topic As mentioned above, you can use the Help file Table of Contents just like you would for a paper manual: Search for Help on a Specific Topic You can use Help s Table of Contents to look for a topic, but you can also search for a specific word that will lead you to the right topic: Using Help Pages You'll notice a number of guideposts in Help pagesl Notes like this highlight procedural information or direct you to tips. Watch out for this guy! He will warn you of things you really should not do. Look for this symbol to find a direct link to related procedures, either the CAM or the IAM. This symbol is also often located at the bottom of the Help page. This image is located at the bottom of help pages. Click to display related topics of interest. Jumps and Popups When you click on a link in a Help topic, one of two things will happen: You will "jump" to another topic. Use the button in the left hand side of the help page to return to the previous help topic. A topic will "pop up" in front of you. This feature is usually used for field definitions. Click anywhere outside of the popup to return to the original topic. In some of these popups, you'll notice this symbol:. It implies that the field itself is mandatory, and must be completed. 7

8 Navigating in ECAS We use the term "navigating" to refer to the methods the system provides for you to move between screens in an ADS and from one ADS to another. Do not try to use your Browser's Back and Forward buttons to navigate within They just don't work with web systems like Please use the methods outlined below. Online Help Topic Tips on Navigating in ECAS Search for an ADS When you open a submission from the Details button on the Inbox, the Reference Information screen automatically displays. To move between screens in an open ADS, click the appropriate tab at the top of your ECAS window, or select from the drop-down menus. Interior Tab Options: Coast Tab Options: There are two ways to move from one ADS to another: Use the Inbox Search feature. At the very top left of your ECAS window, click Search, then select Inbox Search. Use the Tombstone feature. About the Tombstone Online Help Topic You use the Tombstone fields, located at the top of each Coast and Interior screen, to: search for and select a specific ADS display key information on the ADS you've got open in front of you. Tombstone (definition) Whether or not you have an ADS, you can navigate directly to the screen of the ADS you want to work on. Click the Submissions tab, then use your mouse to select Coastal or Interior Submission Data Entry, as required, and select the screen you wish to display. You then use the Tombstone fields to search for an ADS and it will open at the selected screen. Saving Data in ECAS Some ECAS screens have one Save button at the bottom; others have multiples that allow you to save specific sections without saving the whole screen. When you're entering data into ECAS, always click Save as soon as you've finished with a section of a screen and certainly before you leave the screen. Otherwise you will lose the work you've done. When you're working with fields that involve calculations, you must click Save in the appropriate section of the screen to initiate the calculation process. Online Help Topic Tips on Saving Data in ECAS 8